📝 Overview
The Customers tab is used to add, view, edit, and delete Customer profiles and provides you with a complete database of your Customers. This allows staff other than View-Only Users to maintain contact information, Appointment history, Notes, payment history (if applicable), and other important information you may need to maintain.
⚠️ Please note: Terms such as “Customers” and “Staff Members” may differ in your account (Ex: Patients/Doctors, Students/Instructors, etc.)
➕ Adding New Customer Profiles
Below are step-by-step instructions on how a Customer can be added to the system at any time by Staff Members. Customers are automatically added to the system when they register through the Customer View, if enabled. There are two ways to add a new customer, we will review them both here.
💡 Pro Tip: Required fields have a red asterisk by the name and Optional fields do not. Required/optional/hidden field settings can be configured in Settings > Customer Fields/Terms.
Click here to learn more about Adding New Customer Profiles
Click here to learn more about Adding New Customer Profiles
👥 Adding Customers from Customers Tab
Add new Customers directly from the Customers tab to create their profile before scheduling or managing any Appointments.
Click here to learn more about Adding Customers via Customers Tab
Click here to learn more about Adding Customers via Customers Tab
Click on Customers tab.
Click Create.
Enter the Customer’s information into the applicable fields.
Click Create.
📅 Make Appointment Window (MAW)
Add Customers during the appointment-booking process by entering their information directly in the Make Appointment window.
Click here to learn more about Adding Customers via Make Appointment Window
Click here to learn more about Adding Customers via Make Appointment Window
Click on desired open time slot to book appointment.
Click Add Appointment.
Click Add New Customer.
Enter the Customer's information into the applicable fields.
Click Create.
Once new customer has been created, click Next.
Complete appointment booking process, then click Next.
Click Finalize Appointment.
📂 Searching & Sorting Customer Profiles
Below we will review options on how Staff Members can search for Customer profiles within the Customers tab.
Click here to learn more about Searching & Sorting Customer Profiles
Click here to learn more about Searching & Sorting Customer Profiles
🔎 Search Options
Use the search tools in the Customers tab to quickly locate Customer profiles based on names, fields, or other identifying information.
Click here to learn more about Search Options
Click here to learn more about Search Options
Search Bar
Partial-text searching is supported.
Search by Fields
Search will always be defaulted to All Fields. Use the drop-down to search using specific fields.
Search within specific Locations
Search will always be defaulted to All Locations. Use the drop-down to search using specific locations.
Search by Status
Search will always be defaulted to All Status. Use the drop-down to search using specific Statuses.
Exporting Customer information to your calendar
You have the option to export your Customer profile information to your personal Calendar, click this button to proceed.
Customers per page
To broaden or refine your search, use the per page drop-down list to determine how many profiles populate on one page within this tab.
↕️ Sorting Options
Use the sorting features in the Customers tab to organize Customer profiles by specific criteria for easier review and management.
Click here to learn more about Sorting Options
Click here to learn more about Sorting Options
Sort by Name
The little up and down arrows next to Name allows you to filter by:
Newest profile added
Alphabetical Order (A–Z)
Alphabetical Order (Z-A)
Sort by Date Created
Newest
Oldest
✏️ Editing Customer Profiles
Below are step-by-step instructions on how to make changes to a Customer's profile at any time.
Click here to learn more about Editing Customer Information
Click here to learn more about Editing Customer Information
Click on Customers tab.
Search for the Customer.
Select the Customer profile.
Edit required or optional fields.
Click Update to save changes.
🔁 Merging Customer Profiles
Below are step-by-step instructions on how Staff Members can merge Customer profiles at any time, if duplicate customer profiles cause issues. Merging cannot be undone.
💡 Pro Tip: Enable unique email address enforcement to help prevent duplicates within Settings tab > Email > Preference #8 to No > Update.
Click here to learn more about Merging Customer Profiles
Click here to learn more about Merging Customer Profiles
Click the Customers tab.
Click Merge.
Select a Customer from the dropdown, then click Find Versions.
A list of customers will populate that share duplicate information, select the profiles you'd like the merge.
Click Merge.
🗑️ Deleting Customer Profiles
Below are step-by-step instructions on how to delete a Customer profile. This is a permanent action and will remove their entire Appointment History.
Click here to learn more about Deleting a Customer Profile
Click here to learn more about Deleting a Customer Profile
Click on Customers tab.
Search for customer profile you'd like to delete.
Click little trash can icon.
Click red Yes, delete to confirm process.
📘 Customer Field Definitions
Below are additional fields included in Customer profiles and how they affect your scheduling system. You may access these fields to edit the name, it's visibility or sort order within the Settings tab > Customer Field/Terms.
Click here to learn more about Customer Field Definitions
Click here to learn more about Customer Field Definitions
Suspend
By selecting/enabling this field, this customer will be suspended or blocked from booking any future appointments. The customer will still be able to buy gift coupons, edit their customer profile on Customer View (if enabled) and cancel any future scheduled appointments.
Account
The Account field is used for customer account numbers, membership numbers, or any other unique identifier you use for your customers.
Alert
If any data is entered into the Alert field, a red box with an exclamation point in it will display next to the customer's name on the appointment grid. You can then roll your cursor over it to see the data you had entered in the Alert field.
Allow to Login
Controls Customer access to the Customer View.
Set to No → Customer cannot log in.
Works with preference #1 (Customers must be approved before logging in).
Assigned To
Assigns Customers to specific Staff Members.
Staff view permissions controlled by:
Settings > Staff Members > Preference #1: Allow limited staff to see Customers assigned to others.
Settings > Staff Members > Preference #2: Allow limited staff to see unassigned Customers.
Company
If the customers of your organization are businesses and you prefer to access their data by company name as opposed to a person's name, you can enable Preference #2 in the Customers Preferences within the Settings tab. By enabling this preference, your customers will be listed by their business name in the Select Customer drop down list when making appointments. Even if you don't turn on this preference, you can still use the Company field as part of the data you keep on your customers.
Customer ID Unique
The system generates a unique number for every customer created. This is how the system identifies the customer. If you have a need for having access to this unique number, enabling this field allows for that. This field is not editable.
Customer Status
System defaults: New, Active, Inactive.
Manage statuses under Lists → Customer Status Types.
These statuses tie into system functions such as hiding inactive Customers in Appointment scheduling.
To hide inactive Customers: Settings → Customers → Preference #4.
Customer Type
When you first create an account, the system automatically creates three statuses: New, Active, and Inactive. You can add as many customer statuses as you like via the Lists tab of Site Administration.
Gender
The Gender field is a preformatted drop down list that includes 2 options: Male and Female.
Lead ID / Heard Via?
The Lead ID or Heard Via? field is used to track how customers found out about you. You can add as many entries to this drop down list as you like. To do so, click on the Lists tab. Then, click on the Add New How Found Type link. If you want to edit/view/delete the Heard Via types, click on the Heard Via? Types tab within the Lists tab of Site Administration.
Okay to Email/Mail/Call/Contact
The Okay To E-mail field, along with the Okay to Mail, Okay to Call, and Okay to Contact fields are informational-only. There are no system processes that factor in this information.
🔧 Configuring Customer Fields
Configure Customer fields to control which profile details are visible, required, or customizable throughout your system.
Click here to learn more about Configuring Customer Fields
Click here to learn more about Configuring Customer Fields
To customize visibility/required status for each column, you will set the field to one of the following options:
H = Hidden
R = Required
O = Optional
V = View Only
The three locations determine where the field appears:
Customer View Registration (when Customers self-register)
Customer Profile (viewing Customer records in Site Administration)
Appointment Page (adding or updating Appointments in Site Administration)
If desired, you may update the Display Name to rename the field or the Sort Order to put certain fields next to one another, then click Update.
🧠 Example:
📌 Assigning Customers to Staff Members
Depending on how you manage the Customers of your business, you may want to assign a Customer to a specific Staff Member. This configuration ensures that when future Appointments are booked, the Customer is paired with the assigned Staff Member.
Click here to learn more about Assigning Customers to Staff Members
Click here to learn more about Assigning Customers to Staff Members
🛠️ How to Enable the Assigned To Field
Below are steps to complete the first step in assigning Customers to Staff Members.
Click here to learn more about Assigning Customers to Staff Members
Click here to learn more about Assigning Customers to Staff Members
Click Settings > Customer Fields/Terms.
Locate the rep_id field.
Configure visibility/required status for each column (Customer View Registration, Customer Profile, and Appointment Page):
H = Hidden
R = Required
O = Optional
V = View Only
4. Click Update.
➡️ How to Set the Assigned To Field
Below are steps to complete the second step in assigning Customers to Staff Members.
Click here to learn more about Setting Assigned To Field
Click here to learn more about Setting Assigned To Field
Click Customers tab.
Search for and open the Customer profile.
Locate the Assigned To field and choose an active Staff Member from the dropdown.
Click Update.
🧑🤝🧑 Allowing Customers to Choose Their Staff Member
Allow Customers to select their own Assigned Staff Member during registration by enabling this option in the Customer View settings.
Click here to learn more about Allowing Customers to Assign themselves
Click here to learn more about Allowing Customers to Assign themselves
Set the Assigned To field to Customer View Registration to Optional or Required.
When Customers register, they will see the Assigned To drop-down and can select from active Staff Members.
🕒 Booking Future Appointments with Assigned Staff Members
When a Customer has an Assigned Staff Member, the system automatically defaults to that Staff Member when booking future Appointments. This supports personalized services and prevents accidental booking with unrelated Staff Members.
⚙️ Additional Features and Preferences
Assigning a Customer alone restricts who can access that Customer’s record. Combining the assignment with system preferences enhances access control and scheduling behavior.
Click here to learn more about Additional Features and Preferences
Click here to learn more about Additional Features and Preferences
Allow Staff Members to see Customers assigned to other Staff Members:
Settings > Staff Members > Preference #1
No = Location Users can only access Customers assigned to them.
Administrators (Location Administrator, Headquarters Administrator) can still access all Customers.
Allow Staff Members to see unassigned Customers:
Settings > Staff Members > Preference #2
No = Location Users cannot access Customers who are not assigned to a Staff Member.
Only allow Customers to schedule with their assigned Staff Member:
Settings > Customer View > Preference #11
Yes = Customers can only view and schedule with the Staff Member they are assigned to when logged into the Customer View.
👨👩👧 Scheduling for Children
Children Scheduling allows Headquarter Administrators to create and schedule Child profiles within the Customer View and Site Administration.
⛔️ Please note: If you need to schedule multiple Children for a single Appointment, ensure the Multiple Appointments Per Time Slot (MAPTS) version is enabled for your account. Please contact our Support team for assistance with enabling this version.
Click here to learn more about Scheduling for Children
Click here to learn more about Scheduling for Children
🔑 Enabling Children Scheduling
Below are the steps to follow in order to Enable Scheduling for Children. Enabling this setting allows adding and scheduling Children through Site Administration and Customer View.
⚠️ Please note: Enabling Children scheduling requires Customers to log in before making Appointments.
Click here to learn more about Enabling Children Scheduling
Click here to learn more about Enabling Children Scheduling
Click the Settings tab.
Click Customer Preferences.
Set Preference #5 to Yes to enable Children scheduling functionality.
Require Child Profile selection upon scheduling
Set Preference #5a to Yes, then click Update.
🗓️ How To Schedule Children via Site Administration
Below are the steps to follow in order to Schedule Children within your account's Site Administration.
Click here to learn more about Scheduling Children via Site Administration
Click here to learn more about Scheduling Children via Site Administration
Select an open time slot within the appointment grid, then click Add Appointment.
Select a customer or create a new one and follow the required steps for both Customer and Child Profile creation.
The Child Profile will auto select or if there are multiple child profiles, select from the drop-down.
Complete Appointment booking steps.
➕ Creating Child Profiles from the Customers Tab
Below are the steps to follow in order to Create Child Profiles within the Customers tab.
Click here to learn more about Scheduling Children via Site Administration
Click here to learn more about Scheduling Children via Site Administration
Click the Customers tab.
Select the Customer.
Click Add New Child from the left navigation.
Enter all required Child profile details on the next page.
Click Create.
🧑💻 Scheduling Children via Customer View
Customers can select an existing Child or add a new Child profile when booking an Appointment through the Customer View.
Click here to learn more about Create Child Profiles via Customer View
Click here to learn more about Create Child Profiles via Customer View
Create Child Profiles via Customer View
During registration customers can add up to five Children. After clicking Submit, the Customer will log in automatically and begin the scheduling process.
Scheduling Appointments for Children via Customer View
Children added during registration can be selected using the checkbox fields when scheduling an Appointment.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
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Click the arrow to view frequently asked questions
How can I stop Customers from making same-day Appointments?
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Click the arrow to see the answer
To set the number of days after the current day Customers can schedule:
Click Settings tab.
Click Preferences > Appointments tab on the left.
Adjust Preference #5 to your preference.
Click Update.
What information does the system keep on Customers?
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Click the arrow to see the answer
All details filled out within their profile, Appointment History, and Customer Notes. There is no limit to the amount or time range of history the system can keep on a customer.
To access Appointment History:
Click Customers tab.
Search for then select the customer profile.
Click Appointment History on the left.
For more information on how to run an Appointment Report, click below:
Can I control how far in advance Customers can book Appointments?
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Yes. You can set how far into the future customers are allowed to schedule appointments.
Click on Settings tab.
Click Preferences > Appointments on the left.
Adjust Preference #2 for Appointments or Preference #4 for Event Registration.
Click Update.
Can I share Customers between Locations?
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Click the arrow to see the answer
Customer records may not be automatically shared between Locations, even if you have selected to “Use Headquarter Values” when adding a new Location.
Click on Settings tab.
Click Preferences > Locations on the left.
Set Preference #4 to Yes.
Click Update.
To let Staff Members access Customer records from other Locations, set Location Preference #5 to Yes.
Please note: Customers cannot be shared between locations that use separate Headquarters Values. Using separate headquarters values will create a new Customer Fields/Terms section for the location, giving you the ability to create a custom registration form for that location.
What happens to Customer information when records are merged?
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No unique data is deleted during merging. When conflicting data exists, information from the newest profile (based on creation date) is kept. Appointment notes and Customer notes are never deleted.
Why does my merge list show so many Customers?
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The merge tool looks for exact matches in these fields:
Last Name
Address
Daytime Phone
Email Address
How do I limit the times Customers can book at the beginning of the day?
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Click the arrow to see the answer
Customers can schedule online 24/7, which may result in early-morning Appointments appearing on your calendar without time to prepare. To prevent Customers from booking during the initial opening hour(s) of the next available business day, you can enable a setting that hides early Appointment times.
Protecting the Next Available Business Day
If Customers schedule when your business is closed (evenings, weekends, holidays), the system can automatically hide part of the opening hours on the next available business day.
This prevents Customers from booking too close to your Staff Members’ start time on Customer View.
The amount of time hidden applies to the next business day, not necessarily the next calendar day.
Example: If it’s Friday and you are closed Saturday and Sunday, and you set a 2-hour buffer, Customers cannot book within the first 2 hours of Monday’s schedule.
How to Update Your Calendar Settings
A Headquarters Administrator must adjust this setting:
Go to Settings > Appointments Preferences.
Locate Preference #44: “Limit Customers from making Appointments for this amount of time after the Location’s start time on their next available day.”
Enter the number of hours and/or minutes you want to buffer.
Click Update.
How do I edit customer notes?
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To edit customer notes, find the customer profile within the customer tab. While in the customer profile, select "Customer Notes". You will be able to edit or delete specific notes
What is the difference between Customer Notes, Appointment Notes, and Special Instructions?
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Customer Notes (internal only)
Customer notes are for internal use only and attached to the customer profile. Within the customer profile, you will see a "Client Notes" link on the left side of the page. You will be able to add, edit and delete notes within the profile. Customer notes can also be viewed and added when adding or viewing the appointment details. The last 3 notes will be displayed with the appointment details. You can also include Customer Notes when running Appointment Reports and Customer Reports. When viewing the results of either report, all of the Customer Notes added to a customer's profile will show on each line the customer is listed on the report.
Special Instructions from/for customers
The special instructions from/for customer can be added by the customer or staff member making the appointment. These notes will be included in the appointment confirmation e-mail notification to the customer and staff member.
Appointment Notes (internal only)
Appointment notes are specific to the appointment and are for internal viewing only. Appointment Notes should not be used to communicate with Customers.
Can Children or Pets be scheduled for Events?
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No. Children and Pets cannot be scheduled for Events at this time.
Does enabling Children or Pet scheduling affect Customer login requirements?
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Click the arrow to see the answer
Yes. Enabling either feature automatically requires Customers to log in before scheduling Appointments. Customer View Preference #3 will automatically be enabled and hidden once either feature is turned on.
Can I enable both Children and Pet scheduling in the same account?
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Click the arrow to see the answer
No. Due to the close relationship between Children and Pet scheduling functionality, both features cannot be enabled within the same account simultaneously.
What does the “You are currently not authorized to log in” message mean?
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Click the arrow to see the answer
This message appears when a customer’s “Allow To Log In” setting is set to No on their profile. When disabled, the customer cannot access the Customer View.
By default, the “Allow to Log In” field is set to Optional when adding or editing customer records in the Customers tab. If you don’t see this field—or want to add it to other areas like the Appointment Page or Customer View Registration Page—you can enable it in Settings > Customer Fields/Terms.
You can also use Customer Preference #2 to automatically prevent end users from logging in until their access is approved. When this preference is enabled, an Administrative User must manually change the “Allow to Log In” field to Yes to grant access.